Administrative Analyst

Job Summary

The College of Engineering is seeking an Administrative Analyst to join the team in the department of Interdisciplinary Engineering! Reporting to the Director of Resources and Operations, and receiving Work Lead direction from the Program Director, the Department Analyst will be primarily responsible for providing administrative and analytical support in the areas of budget analysis, coordination of fiscal resources, personnel/human resources, academics and course scheduling, health and safety, office administration, and communication for the assigned department. This position performs a full range of clerical and administrative duties to support employees and students. The Department Analyst will provide back-up support to other department(s) as assigned, and will serve as an on-site supervisor to student employees.  The work schedule is Monday-Friday 8am-5pm, and requires on-site presence.

Key Responsibilities

• Project annual budgets for department(s) based on analysis of past and projected expenditures to set allocations and administers accounts for department(s) offices, classrooms, labs, and programs.
• Analyze needs of department(s) and make necessary purchasing plans for supplies, business stationery, equipment, professional development, services, catering, hospitality, promotional items, etc.
• Collect, review, and log student timesheets; Track monthly student support usage and analyze data to ensure compliance with student employee budget allocations for various accounts and funding sources.
• Assist with the onboarding and offboarding of new employees, including faculty/lecturers, chairs/directors, staff, and student employees.
• Plan and administer all aspects of tenure-track faculty, and lecturer recruitment processes, including advertising, creating application reports, phone interviews, site visits, and recruitment reports.
• Provide oversight and process hiring appointment and reappointment documents for temporary faculty to ensure accuracy and compliance with hiring policies, in consultation with the Dean's office and Department Chair(s)/Program Director(s).
• Process and complete all aspects of recruitment and hiring for student employment positions (i.e., Teaching Associates (TA), Instructional Student Assistants (ISA), and Student Assistants (SA)), including creating and maintaining Handshake postings, reviewing application materials, coordinating and conducting interviews, and facilitating the hiring and onboarding process.
• Train new student assistants and provide direct supervision to student assistants, including coordinating monthly schedules and workflow, and updating written training materials.
• Manage the class scheduling process for regular academic terms and intersession(s), including schedule changes, additions, cancellations.
• Collect, review and analyze course syllabi to ensure compliance to university and department policies, course level information, and accessibility features.
• Collect, maintain, and prepare curriculum and assessment related materials, including Program Assessment (ABET, WASC) documents and records.
• Provide general operational support for the designated department(s).
• Prepare documents and reports as requested by Department Chair(s)/Program Director(s), Faculty, and Dean’s Office.
• Address concerns, answer questions, and provide guidance from/for faculty, staff, students, prospective students, alumni, industry professionals, and the general public.

Knowledge, Skills & Abilities

• Strong oral and written communication skills. 
• Demonstrated knowledge of English grammar, business writing, punctuation and spelling; ability to compose and appropriately format correspondence, presentations, and reports.
• Excellent organizational and coordination skills. 
• Detail-oriented, multi-tasker with the ability to perform accurately. 
• Ability to quickly learn and apply a variety of state, federal, CSU, and SJSU policies and procedures.
• Ability to perform business math, analyze salary data, calculate ratios and percentages, track financial data, and make accurate projections
• Working experience of Google Apps and Microsoft Office software.
• Ability to track, analyze and summarize data using spreadsheets.
• Working knowledge of data analysis tools and electronic forms.
• Ability to make presentations; mastery of social media; experience in web editing and web applications.
• Ability to schedule, coordinate, and guide work of student employees. 
• Ability to work as part of a team, and handle multiple work unit priorities and projects.
• Ability to effectively establish and maintain cooperative and positive working r